2009 PTFP Grantee Orientation Unlocking the Mysteries of PORTS and ASAP

Webinar Overview Answers to the following questions Who handles what on the Federal side? Where to find information about required reports? How to use the PTFP Online Reporting and Tracking System- PORTS? How to use the Automated Standard Application for Payments- ASAP? What are your questions?

Two Agencies Administer PTFP Grants Public Telecommunications Facilities Program (Program Office) PTFP Program Officer guides application process; handles program-related activities, PORTS, reporting and close-out National Institute of Standards & Technology (Grants Office) NIST Specialist handles ASAP, financial aspects of grant; reporting, accessing funds, and close-out.

Your Questions At any time during this presentation, please e- mail your questions to the webinar – At any time while completing your project: Questions for NIST and the ASAP should be directed to your Grant Specialist listed in your award documents, item #4, with contact information. See Questions for PTFP and PORTS should be directed to your Federal Program Officer listed in your award documents, item #5, with contact information. See

Automated Standard Application for Payments - ASAP Information about ASAP is included with the award package. This is the system for electronic payment of Federal grants. Register early so that payment requests can be handled easily and quickly. If all is well, funds can be delivered to your bank within a week.

ASAP #1 Recipients should be aware that all ASAP Recipient IDs are created by the EIN/DUNS combination that is listed on their application. If an applicant does not have a Recipient ID with the EIN/DUNS used on their application, THEY WILL BE REQUIRED TO ENROLL.

ASAP #2 When a recipient is asked to enroll, they should list a Point of Contact who is available to complete the enrollment process. Avoid listing people who are too busy or unavailable, the enrollment process does require several steps to be taken by the recipient.

ASAP #3 Recipient should make sure that the DUNS provided on their application indicates the same city that is listed on their application. To find out which city is listed for a specific DUNS, recipient can log in to and run a search. NIST requires that ASAP, CCR and Recipient’s Application/Award Documentation list the same city.

ASAP #4 RECIPIENT/REQUESTOR IDs will always be the same ID in all NIST financial records. Recipients cannot use a different REQUESTOR ID –this is important to note, especially for some stations that are run or associated with a University. In the past “centralized business” offices at the Universities were allowed to act as the Requestor only; this is no longer the case for new awards.

ASAP #5 If RECIPIENT has a valid/active ASAP Recipient ID that they are using for a new award, it is important to make sure that the ID is in fact linked to the appropriate ALC/REGION in - NTIA is Region If not, NIST can set that up. Then the Recipient’s Financial Official must log in to ASAP and link their ALC/REGION.

ASAP #6 To Speed Your Payment/Amendment Requests/ Extensions – Make sure that you are up-to-date with all your reporting requirements: Financial Reports, SF-425 Quarterly Performance Reports Special Award Conditions

PTFP #1 Construction Schedule: The Handy Tool that Keeps You Up-To-Date – Your first assignment is to prepare a Construction Schedule and submit it through the PTFP Online Reporting System – PORTS – You will find that the milestones for many of the reporting requirements are already listed on the Construction Schedule. – What should be on a Construction Schedule?

Detailed Instructions for Reports are found at the PTFP Website Go to Click on

PTFP #2 Submit through PORTS Go to PORTS can be accessed through the PTFP Main Page and vice versa Click on “How to Use PORTS” for online information

PTFP #3 Use PORTS to Submit Reports – Construction Schedules – Quarterly Performance Reports – Equipment List Amendments – Special Award Conditions & Extensions – Project Extensions – Closeout Extensions – Close-outs – Exception: Planning Close-outs must be submitted on paper

PTFP #4 To finalize and submit reports – Fill in the appropriate blanks – Click on continue button at the bottom of the page – You will then be asked to confirm your submission – “Click to Confirm the Report” – The message appears: Report has been sent for associated grant number

Quarterly Performance Reports Quarterly Reports are due 30 days after the end of the quarter—the first one for this grant is due January 30, reminders are sent out to the PORTS contact 30 days before they are due.

PORTS Tip #1 Passwords expire every 90 days. If you request a link to change your password, you must use it within a few hours; otherwise the link expires.

Password Reminder A request to change your password was received from IP Address: on 05-Oct-09 at 11:02 AM. Please use the link below to change your password. ex.cfm?fuseaction=resetpw_EXP&req_id=2J M0Z562S

PORTS TIP #2 You may either write your narrative report directly in PORTS, or you can write the report in Word or Wordperfect and attach it to your PORTS filing; and remember to “Click to Confirm the Report.”

PORTS TIP #3 Keep It Simple – Unless the Construction Schedule has been revised, check the box “Use my most recently submitted Construction Schedule.” – If no equipment has been purchased during the quarter, check the box “Use my most recently submitted Equipment List.”

PORTS Grantee Contact Make sure that the person filing the reports is the official contact in PORTS. The PORTS official contact is not necessarily the Authorizing Official. The best person is closely involved with the project. There may be only one PORTS contact per project. The PORTS contact receives convenient reminders about reporting deadlines. This task can be delegated using the PORTS system.

Your Questions? After the webinar, address follow-up questions to your Program Officer listed in item # 5 in the award document: Lynn Chadwick Larry Brian Bob Walter